10 Steps Nonprofits Can Take to Secure Their Data (And Why It Matters)

Why Nonprofits Should Prioritize Digital Hygiene Now More Than Ever

Introduction

In today’s digital world, nonprofits face growing risks when it comes to protecting their data. Whether it’s client information, donor records, or organizational documents, safeguarding your data isn’t just about security—it’s about trust.

If recent events have left your nonprofit thinking more seriously about data security, you’re not alone. Nonprofits often juggle tight budgets and limited resources, but in today’s digital-first world, data protection can’t be ignored. By implementing strong digital hygiene practices, you can safeguard your organization from costly breaches and maintain the trust of your clients and donors.

Here are ten practical steps you can take right now—even if your team doesn’t have a dedicated IT department.

1. Be Realistic, Smart, and Strategic

No system is completely foolproof—once data is online, it is never 100% protected. The key is to be mindful of what you store and where.

Evaluate the sensitivity of your data: Before uploading information, consider whether it truly needs to be stored online or if there are safer alternatives.
Minimize unnecessary risk: Avoid sharing sensitive details in emails or unsecured platforms whenever possible.
Choose wisely: Use platforms that prioritize security and are designed with your organization’s values in mind. (More on that below!)

By being deliberate and strategic about what you put online, you can reduce your nonprofit’s exposure to potential risks while maintaining a strong focus on protecting your mission.

2. Back Up Your Data Regularly

Set up automatic, encrypted backups to both cloud-based systems (meaning things you access on the internet) and offline systems (meaning things you access on your computer without needing to be online). This ensures you can recover vital information if something goes wrong—whether it’s a data breach, a ransomware attack, or a simple accident.

3. Use HIPAA-Compliant Databases

Consider using HIPAA-compliant software for both client and donor data. While donor information isn’t federally protected under HIPAA, platforms designed with HIPAA compliance in mind prioritize data security as a core feature. If your nonprofit works on sensitive or controversial issues, protecting the identities of donors and clients is even more crucial.

4. Enable Multi-Factor Authentication (MFA)

Add an extra layer of protection by enabling 2 Factor Authorization (2FA) or MFA on all systems and accounts. This simple step ensures that even if someone gains access to a password, they won’t be able to access sensitive information without the second verification step.

5. Restrict Access Based on Roles

Limit access to sensitive data based on job responsibilities. Role-based access ensures that employees only see the information they need to do their work, reducing the risk of accidental exposure or breaches.

6. Use a VPN or Incognito Browser for Sensitive Research

When researching topics that could expose sensitive information or attract unwanted attention, using a Virtual Private Network (VPN) or an incognito browser can help protect your privacy.

VPNs: Encrypt your internet connection and hide your IP address, making your online activity more secure and harder to track. This is especially useful if you’re researching controversial or high-risk topics related to your nonprofit’s work.
Incognito Browsing: While not as secure as a VPN, using an incognito window prevents your browsing history and cookies from being stored locally.

Encouraging your team to adopt these practices for sensitive research ensures an additional layer of privacy and helps protect your organization’s intentions and interests.

7. Use Encrypted Platforms for Sensitive Conversations

When discussing confidential client or donor information, use platforms like Signal that utilize end-to-end encryption. But remember rule # 1 - once something is online, there is no way to guarantee its protection. Whenever possible, keep personally identifying information off digital platforms to minimize risk.

8. Choose Platforms That Align with Your Values

The tools you use should reflect your mission and principles. If the people behind your favorite platform don’t share your values, they could make it unusable before you even have the chance to move on. Choosing ethical, reliable technology partners ensures your data—and your mission—remain secure.

9. Train Your Team Together

Host a group training session, either virtually or in-person, to teach your team about common cybersecurity threats like phishing emails. By making it a group activity you can ensure folks follow through and you demonstrate that security is an important part of protecting the work. This can be especially useful so you can break down information for team members who may be less familiar with computers. Include accessible video tutorials that explain the basics and what to look out for. Here are some resources to kick you off:

10. Schedule Quarterly Digital Hygiene Check-Ups

Cybersecurity isn’t a one-time task—it’s an ongoing effort that should be woven into your organization’s regular routines. Along with refreshing your team on cybersecurity practices and sharing relevant news, dedicate an afternoon each quarter to a "digital spring cleaning" session.

Use this time to:

Inventory your tools: Make a list of all the software and platforms your team uses, and assess their security features (e.g., encryption, 2FA).
Update passwords: Ensure no passwords are reused and encourage the use of password managers.
Clear caches and cookies: Reduce unnecessary data that could potentially expose sensitive information.
Verify software updates: Make sure all devices and software are up to date with the latest security patches.
Check for old or unused accounts: Identify and close any outdated accounts that may pose a security risk.
Review user access: Ensure team members only have access to what they need to do their job, minimizing unnecessary permissions.
Test your team: Run a simulated phishing test to see how your team responds and identify areas for improvement.

Make it a team effort by putting it on your calendar and turning it into an opportunity for collaboration. Encourage everyone to share what they’ve learned about emerging security threats or tools that can help protect your nonprofit. This collective focus on digital hygiene not only boosts your organization’s security but also fosters a culture of accountability and shared responsibility for protecting your mission. Here are some more resources on data hygiene generally:

Looking for a secure nonprofit CRM that has all this and more?

Notehouse was created specifically for human helpers like you. As a platform built by a mission-driven team, Notehouse prioritizes security, transparency, and values alignment. Here’s what sets us apart:

HIPAA Compliance:Whether you’re working with client or donor data, our platform is a HIPAA-compliant database designed with robust safety proceduresto protect sensitive information.
Role-Based Access: Control who sees what with customizable permissions that ensure team members only access the data they need.
Multi-Factor Authentication (MFA): Add an extra layer of security to your accounts with MFA, making it harder for unauthorized users to gain access.
Data Backup: Your information is automatically backed up, so you’re always prepared—even in the face of unexpected challenges.
Aligned With Nonprofit Values: Unlike many platforms, Notehouse is fully bootstrapped and independent, meaning we aren’t influenced by outside investors or interests. Our sole focus is supporting organizations like yours in creating a more equitable world.

Notehouse was founded by those in the social impact sector who spent their careers fighting for justice, supporting nonprofits, and living the values that our platform represents. When you choose Notehouse, you’re partnering with a company that’s committed to putting people first—just like you.

Closing Thoughts

Protecting your nonprofit’s security, especially in these times, might feel overwhelming. These ten steps can help you prepare without panic, empowering your team to safeguard your mission. And if you need extra support, Notehouse is here to help.